Before you start
You need Admin access (or higher) to change permissions. If you don't see Settings > Permissions, ask another Admin to update your role.
Changes to a user's role take effect the next time they log in. If someone's access looks wrong after a role change, have them log out of Veras and log back in.
Understanding the default Roles
Veras has four default roles. Every staff member is assigned one.
Role | Who it's for | What they can do |
Employee | All staff | View their own schedule, request shifts, request time off, and request shift swaps (depending on your facility's settings). Cannot see the full schedule or manage other staff. |
Unit Manager | Mid-level supervisors | Everything Employees can do, plus manage schedules and staff within their assigned departments. Cannot manage other users' roles or facility-wide settings. |
Scheduler | Schedulers and department leads | Create, edit, and publish schedules; approve or reject shift requests; and manage settings like Areas, Budgets, and Positions for their assigned departments. |
Admin | Facility administrators | Everything Schedulers can do, plus give or remove elevated access for other users and control which departments they can manage. |
Change Permissions for an existing role
Each role comes with a default set of permissions. You can turn individual permissions on or off to fit your facility's needs — for example, giving Schedulers access to Reporting while keeping other Admin-only settings locked.
Navigate to your Settings
Click on Permissions
Click Roles
Find the permission you want to change. Permissions are grouped into five categories:
Shift & Schedule Management
Staff & User Management
Community & Settings
Messaging & Communication
Reporting & Analytics
Click the toggle next to a permission to enable or disable it.
Your changes save automatically. Everyone assigned to that role picks up the updated permissions the next time they log in.
Note: Turning off a permission for a role affects every person assigned to that role. If you want to adjust one person's access without changing the role for everyone else, add a new role (see below) and assign it to them instead.
Add a New Role
You can create a custom role when the default options don't fit — for example, a "Lead Scheduler" with some Admin-level settings, or a department-specific supervisor with limited scope.
Go to Settings > Permissions and click the Roles tab.
On the right side, click Add Role.
Enter a name for the new role.
Click the Base Role dropdown and select the role you want to start from: Scheduler, Admin, or Unit Manager. The new role inherits all the permissions from the base role you choose.
Adjust individual permissions as needed using the toggles.
The new role is now available to assign to staff members.
Delete a Custom Role
To delete a custom role, click the trash can icon next to the name of the custom role.
Note: You cannot delete Veras default Roles.
Common questions
Q: How do I update the permissions for only a specific person?
A: To see how to update permissions and access for a specific user, see How to Manage Permissions for a Specific User.
Q: If I change a role's permissions, does it affect everyone on that role immediately?
A: The permission change saves immediately, but each user picks it up the next time they log in. If someone needs the update right away, have them log out of Veras and log back in.
Q: Can I reset a role back to its defaults?
A: There's no one-click reset — you'd need to manually toggle permissions back. If you're unsure what the defaults were, create a new role using the same base role and compare the toggles side by side before making changes to the live role.
Q: What's the difference between modifying a role and creating a new one?
A: Modifying a role changes the permissions for everyone assigned to it. Creating a new role lets you set different permissions for a specific person or group without affecting the original role. Use a new role when you want individual exceptions.